Interview Justification Notes

The best practice is to reference the specific levels interviewed. Auditors need to provide interview details (examples/summary of response). For example:

• 1.04: "Employees (workers, supervisors, managers, and the senior manager) were able to explain the contents of the policy. Examples included an understanding of the municipality’s commitment to health and safety, and the defined responsibilities of workers, supervisors, and managers."

• 1.07: "Managers and supervisors interviewed understand their responsibilities, including ensuring workers follow SWP, handling complaints, participating in inspections, and providing safety equipment and training."

Remember, you are not required to provide quantification (x/x of positive responses) in interview question justification notes, as those are calculated by the audit tool.

Documentation Quantification

There are two documentation questions in the audit tool that are broken up into a series of very specific, individually required criteria, which are scored separately.

For the following questions, you do not have to quantify each part with 1/1, as long as you’ve addressed each part in your justification notes with details from documentation review:

• 7.01 – Is there a formal inspection process that states the frequency of inspections and includes the following: All areas of the operation? All employee levels?

• 8.02 – Do written emergency response plans include communication systems, emergency phone numbers, a list of emergency response personnel, appropriate response, and monitoring the effectiveness of the plan?

Remember that questions like 9.10 still require quantification for each question part, as you are reviewing a sample of documentation and using multiple observations to determine the percentage of positive indicators:

Verifying the Training of "Leads"

In the following questions, ensure that your justification notes verify that you checked to ensure those individuals trained are the people actually leading the processes (not just that they’ve been trained):

• 2.08 Are employees designated to lead FHA processes trained
• 7.03 Have individuals leading formal inspections received training
• 9.06 Have the individuals leading investigations been trained

Interviews in AuditSoft

Please download the Excel file with interview results when conducting AuditSoft audits, and attach it with your emailed audit submission.